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MATRICULATED or NON-MATRICULATED
What’s the difference? Here are the definitions and some specifics relating to these designations:
MATRICULATED STUDENT
A matriculated student has been accepted officially into a degree or certificate program.
- In a few instances (such as those pursuing an Autism Certificate or Warner’s UTL [Urban Teaching & Leadership] Certificate), students still appear in the UR database as non-matriculated students because there is no State code corresponding to their certificates;
- Matriculated degree candidates are eligible for Federal Student Loans, while most matriculated certificate students are not; the Financial Aid Office can inform certificate candidates if they would be loan eligible or not;
- Matriculated students may register online and may take advantage of the pre-registration period;
- Matriculated students are sometimes eligible for discounts at the Bookstore and off certain University-sponsored events, etc.
NON-MATRICULATED STUDENT
A non-matriculated student has not been accepted officially into a degree or certificate program.
- Non-matriculated students may utilize the Library, as long as they have a valid student ID card;
- Non-matriculated students, while not eligible for Federal Student Loans, may be eligible for alternative bank student loans; they are also able to defer current student loans if taking six (6) or more credit hours.
REGISTRATION
PROMPT REGISTRATION (our first priority)
RATIONALE for encouraging you to register as soon as registration opens:
- Allows you more choices of classes and a better assurance that you will get into the course(s) you choose to take.
- Allows the Warner School options should a class reach capacity early in the registration period: we can possibly 1) open a second section of the course; 2) hire a teaching assistant so the instructor can accept more students; or 3) suggest alternative courses that would fulfill your requirement.
MATRICULATED STUDENTS have a three to four week early registration period when you may register online without competition from non-matriculated students.
- Matriculated students (other than newly admitted students who were not admitted when registration opened) failing to register during this early registration period will not be given priority over non-matriculated students registering promptly thereafter; if you need a course in order to graduate, you must register early to guarantee a place in the class.
NON-MATRICULATED STUDENTS are allowed to register after the early registration period; if you register promptly you will not be asked to give up spots to late-registering matriculated students.
- If you submit a registration for classes that have already reached capacity or the “pre-cap,” if that is in place, we will place you on a waiting list and notify you if and when openings occur; we will also give you the option of selecting an alternative class.
ADVISING
MATRICULATED STUDENTS:
- It is expected that you will meet with your advisor prior to registration; however, in the event that you cannot make contact with your advisor, you may contact your Department Chair. If you are still unsuccessful in reaching either of these contacts, you may then contact the Student Services Administrator for assistance.
NON-MATRICULATED STUDENTS:
- Warner does not provide non-matriculated students with an advisor. However, should you need direction as to which classes might be available to you or which might fit into a particular program in which you are planning to matriculate, contact the Admissions Office for help or referral: admissions@warner.rochester.edu or 585.275.3950.
AUDITING CLASSES
Besides costing a lot less, what is the difference between auditing and taking a class for credit?
- If you are auditing a class, you can expect:
- To be an observer only in the class;
- To receive no individualized instructor time;
- To occasionally contribute to (if desired), but not monopolize, class discussions;
- To complete no assignments (or if you choose to complete assignments, not to have assignments corrected or graded);
- To receive no grade at the end of the class.
- If you wish to audit a class you must have the instructor’s written permission (e-mail is acceptable).
- Warner prohibits auditing one- (1-) credit hour classes because seating in such classes is usually at a premium.*
- Auditing a class does not fulfill the requirements for Continuous Enrollment for matriculated students.
- You cannot audit a class and then request that the requirement to take the class for credit be waived; if, after a few class sessions, you decide that you want to switch from an audit to a credit status, you must simply contact the Warner School Registrar.
- Most employers contributing tuition assistance will not cover the cost of an audited class; you should check with your employer’s Benefits or Human Resource Office before registering for an audit.
* One exception to this practice is if you are utilizing the bundling course, ED 533~Research Strategies Series; in this case you must 1) register for each individual course as an audit, 2) contact the Warner School Registrar to waive the audit fee; 3) register for ED 533 for credit.
CONFIRMATION of REGISTRATION
- MATRICULATED STUDENTS: online registration is completed through a remote access system, and you are registering in the same database as the Warner Registrar uses. If you receive the message that your class(es) has(have) been added, you can believe it. Warner does not provide registration confirmation, other than in response to an e-mail sent to the Warner Registrar.
- NON-MATRICULATED STUDENTS: Warner does not provide registration confirmation; if a class were to be closed, the Warner Registrar would contact you with that information. However, you are welcome to e-mail the Warner Registrar to check registration status.
COURSE CAPS
Warner School caps course enrollment at 25 students, unless otherwise noted on the Schedule. We believe better teaching and vital learning occurs when classes are smaller. You have more opportunity to interact with professors and to network with other students in a smaller class setting.
In certain popular classes or classes required for multiple degree programs, Warner may elect to reserve the last five (5) spots for newly admitted students who have not had the opportunity to register sooner; if you wish to register for these classes you may contact the Warner Registrar to be placed on a waiting list.
COURSE SCHEDULE
- CHANGES: the Schedule changes often before a term opens; in particular, room assignments change. You should bookmark the site and check back just before going to your first class.
- RESTRICTIONS or PREREQUISITES: these are noted in red on the Course Schedule and are not just suggestions. If you do not have the prerequisite(s) and have not received written permission from either the instructor or the Department Chair to take the class, you cannot register for it.
- QUESTIONS OR ERRORS: contact Student Services Administrator or Secretary.
DATES for REGISTRATION
Check the Warner academic calendar. The Registrar also sends an e-mail reminder each term.
- In general, registration for matriculated students opens two months before the term begins and closes two weeks after the term starts. Non-matriculated registration opens three to four weeks after matriculated student registration opens.
DROPPING and/or ADDING COURSES:
See Forms, then Drop/Add Form.
FORMS
- DROP/ADD FORM:
- You may only use a Drop/Add Form to add a course to or drop a course from an existing registration. (For initial registration, you must either register online or utilize paper forms.)
- See Tuition and Fees for a link to the “Tuition, Fee & Refund Schedule,” explaining our refund policy; note that it is not the same for all University of Rochester schools.
- NON-MATRICULATED STUDENT REGISTRATION FORMS (all three are required for all students, except employees of Greece Central School District [if you are employed by GCSD, you should contact the Warner Registrar’s Office for correct forms]):
- Registration Form
- Financial Statement
- Payment Agreement:
Every non-matriculated student including UR employees) must complete a Payment Agreement each time you register; in essence, it says that you are responsible for any tuition and/or fees not covered by your employer, a third-party payee or loan monies.
PLEASE NOTE: Warner cannot accept faxed, photocopied, scanned or e-mailed forms; the Bursar’s Office requires live signatures on the forms we supply them. Submitting faxed forms only slows the registration process.
- MATRICULATED STUDENTS REGISTERING AFTER ONLINE REGISTRATION CLOSES must contact Warner Registrar’s Office; the Registrar will e-mail appropriate forms.
INSTRUCTOR PERMISSION CODES (IPC’s or Permission Codes)
- Courses requiring an IPC are designated with an “H” in the Notes column on the Course Schedule.
- Courses requiring an IPC are not necessarily closed; some are restricted to a certain group of students (matriculated students, counseling students, doctoral students, accelerated EdD students, etc.) or may have multiple prerequisites or restrictions.
- ADVISORS never have IPC’s to supply students. INSTRUCTORS seldom do. You should contact either the Warner School Registrar to receive an IPC.
- If a class is closed, either the Registrar or Secretary will add you to a waiting list and contact you if openings occur.
- Contacting either an advisor or instructor will not guarantee you a spot in a closed class; we will admit students in the order they appear on the waiting list.
LATE REGISTRATION
- MATRICULATED STUDENTS face a $150 late fee if registering after online registration closes two weeks from the start date for fall and spring terms. (No late fee is charged in summer.)
- NON-MATRICULATED STUDENTS do not pay late fees, but you may not have a wide selection of courses, if you procrastinate.
ONLINE REGISTRATION for MATRICULATED STUDENTS:
STUDENT ID#
You must have a Student ID (URID) in order to register online; if you have never received your URID (or if you have forgotten what it is), you should contact the Warner School Registrar.
PROBLEMS
E-mail the Warner Registrar.
ACADEMIC / REGISTRATION CALENDAR
Check the Warner academic calendar.
ADDRESS, PHONE & E-MAIL CHANGES
- CONTACT WARNER: changes made through Blackboard, in Online Registration or through HRMS (for UR employees) do NOT update student records at Warner. You must contact the Warner School Registrar to make changes; failure to do so can result in your missing important communications from Warner.
- FOR INTERNATIONAL STUDENTS, failure to notify the International Services Office of any changes in contact information immediately can result in serious consequences with the Immigration & Customs Enforcement (I.C.E.).
BILLING
- BILLING CYCLE: bills are generated around the 15th of the month in which the term begins (for summer, the first bill is mailed in May; for fall, in August; for spring, in December). You will then receive a statement/invoice near the 15th of every month thereafter.
- CONTACTS:
- General Billing Questions: Call 585.275.3931 or 5.8029 and ask for the Warner representative in the Bursar’s Office
- Missing UR Tuition Benefits: Call 585.275.7013 or 5.2084, and ask for the Tuition Benefits Representative, or contact the Warner School Registrar for help
- Missing Warner Tuition Awards: Call 585.275.3564 or 585.275.3087 in the Warner School Finance Office
- DUPLICATE BILLS: the Bursar’s Office will print duplicate invoices for a small fee.
- INCORRECT INVOICE: if you are receiving tuition assistance either from an employer or from Warner, the first billing is often incorrect, and you may ignore it. If the second bill is still in error, you should contact the appropriate office in the Contacts list above. Be sure to have your URID ready when you call (or include it if sending an e-mail).
- RECEIPT for PAYMENT: If you require a receipt or verification of tuition payment for reimbursement or other reasons, you should contact the Warner School Registrar.
BLACKBOARD
- Blackboard is the UR’s “intranet” where professors post syllabi, assignments, readings, and grades; you will submit assignments and can communicate with professors and other students through Blackboard, as well.
- You must use your NetID and password to access Blackboard (or in some cases, you may have a unique Blackboard login).
- Blackboard is not the best place to check current registration (if a professor chooses not to utilize Blackboard for a particular class, that class will not appear on your schedule); you should use UR Access Plus instead. See UR Access Plus for more information.
- PROBLEMS: contact the Blackboard Coordinator.
CONFIDENTIALITY OF STUDENT RECORDS
- Student Services (and the Warner School in general) is extremely careful in the handling of sensitive information regarding students.
- Student Services will not provide home phone numbers to anyone but Warner School employees over the phone; we will contact the student or faculty member in question and pass on your phone number, or we will provide you with the student’s Warner e-mail address. Should you wish to request contact information, we suggest e-mailing the Warner Registrar from the e-mail account you have on file with Warner School.
- Instructors sometimes do share contact information with other students; if you do not wish to have your contact information shared, it is your responsibility to notify your instructor(s) of this before class starts.
- Should you wish to have your record designated as confidential in the UR database (this means that you will have to give permission for the release of any personal information), you should contact the Warner School Registrar.
- If you should wish to authorize or restrict the release of only part of your contact information, complete the Personal Information Release Form and give it to the Warner Registrar.
CONTINUOUS ENROLLMENT POLICY (relevant to matriculated students only)
- The University of Rochester and its graduate schools enforce a Continuous Enrollment Policy which requires that all students enrolled in a degree-bearing program be registered each fall and spring until they receive their degrees (this policy does not mandate that you register during the summer term).
- You must complete a minimum total of nine (9) credit hours in each fiscal year (summer/fall/spring—in that order). If you matriculated in the fall term, your first year you will only be required to complete six (6) hours; if you matriculated in the spring, three (3) credit hours will be adequate.
- If you are at the end of your program and no longer have nine credit hours to complete, you may register for ED 899~Master’s Thesis (you can use this only twice as a stand-alone registration), ED 999~Doctoral Dissertation (you can use this only four times), ED 895~Continuation of Master’s Enrollment or ED 995~Continuation of Doctoral Enrollment each fall and spring until you complete your degree. You may contact the Warner School Registrar if you have questions or want to discuss other options.
- Audits do not count toward continuous enrollment.
ENROLLMENT / DEGREE VERIFICATIONS
- If you require an Enrollment Verification for employment, health insurance, Social Services, unemployment or other purposes, you should contact the Warner School Registrar.
- If you require a Degree Verification for any reason except Certification, you should contact the Warner School Registrar.
- If you require a Degree Verification relating to Teacher or Counselor Certification, you should contact Warner's Cerification Officer.
FULL-TIME / HALF-TIME / PART-TIME STATUS (by UR definition)
- Full-time status: twelve (12) or more credit hours (OR nine [9] credit hours plus a graduate assistantship)
- Allows a matriculated student to enroll in UR student health and dental insurance;
- Allows a matriculated student to utilize UR gym facilities at no charge;
- Allows a matriculated student to secure and/or defer student loans; a non-matriculated student may defer student loans;
- Carries a Mandatory Health Fee (approximately $300 per term, fall and spring) for a matriculated student;
- Requires that a matriculated student complete the Health Insurance Selection Process each fall (or spring, if that is your first semester at the UR), either selecting or opting out of UR student health insurance.
- Half-time status: six to eleven (6 – 11) credit hours
- Allows a matriculated student to secure and/or defer student loans (note that you do NOT need to be full-time for loan purposes); even a non-matriculated student who is not eligible for standard student loans can defer past loans if taking six (6) or more credit hours (non-matriculated students also may be eligible for bank student loans)
- Part-time status: one to five (1 – 5) credit hours
GPA
UR graduate schools, including Warner, do not record GPAs. Should you need this information for insurance, certification or other purposes, you should contact the Warner School Registrar.
GRADES
- GRADE SUBMISSION: instructors have up to two weeks following the last class period to submit grades; if you need a grade sooner than this, it is your responsibility to request this accommodation of the instructor well before the end of the class.
- ONLINE GRADE REPORTS: Warner grades are viewable online through UR Access Plus; there is a link to UR Access Plus on the right side of the Student Services page on Warner’s website. In order to use this site, you must know your Student ID (URID, UID) and a PIN; both are available from the Warner Registrar.
- PRINTED GRADE REPORTS: Warner does not mail hard-copy grade reports to students, unless an employer requires it (you should contact the Warner School Registrar if your employer requires more than is available online).
HOLDS on ACCOUNT
COMMON HOLDS:
- B = Bursar’s hold, indicating a past due balance*†
- You should contact Bursar’s Office for details: 585.275.3931
- Q = Payment Agreement hold, indicating no current Payment Agreement is on file*†
- S = Special hold placed by Bursar’s Office*† (could be due to incorrect address on file, collections issues, etc.)
- You should contact Bursar’s Office for details: 585.275.3931
- Y = Less than $25 outstanding†
- You should contact Bursar’s Office for details: 585.275.3931
- Z = Parking violation hold†
- You should contact River Campus Parking Office for details: 585.275.3983
- 9 = Online Registration hold—harmless! (It simply forces you through the address screen to verify correct contact information the first time you register online)
* holds preventing registration
† holds preventing receipt of transcripts or diplomas
ID NUMBERS & CARD
- MULTIPLE ID NUMBERS: the University currently uses multiple ID numbers and passwords to access various UR systems, including Online Registration, UR Access Plus and Blackboard. This is likely the source of the most confusion for new and returning students, alike. To help you make your way through this maze, here is a list of ID’s and their uses:
- URID or UID or STUDENT ID—these terms all refer to the eight- (8-) digit unique ID number you have that identifies you in the UR database where registration occurs.
- This number is used in place of your Social Security Number (generally, you can use your SSN wherever this number is requested; however, since FERPA laws were put in place to attempt to protect your identity, we very strongly recommend that you memorize your URID and use it instead of your SSN in all instances except Financial Aid).
- TO RECEIVE a URID you must contact the Warner School Registrar, the Student Services administrator, or the secretary.
- PIN—this is a four- (4-) character “personal identification number” used together with your URID; it is NEVER used with the NetID.
- NetID—this is a unique ID number which usually consists of your first initial and all or part of your last name; it is used to access Blackboard, all online Bursar’s Office forms, and to register online.
- TO DETERMINE the NetID, you should go to the NetID Homepage on the University Information Technology’s website.
- UR employees who already have a NetID (used to access the HRMS system) should not create a new one but use the existing ID. You should contact Student Services.
- PASSWORD—this is something you create to use in conjunction with the NetID.*
- ID CARD: you will need an ID card in order to utilize the Rush Rhees Library or access gym facilities, etc. You must bring some form of picture ID (driver’s license, etc.) with you and go to the Susan B. Anthony Complex behind the Library parking lot; signs inside main door will direct you to the ID Office. For hours of operation, you should call ahead: 585.275.3975.
- PROBLEMS: Contact the Warner School Registrar.
* If you forget your password and can’t recall the answer to your security question, you will be required to stop in the UIT (University Information Technology) Office on the ground floor at the back of the Rush Rhees Library to reset your password. So….we advise you to write it down.
LOANS and FINANCIAL AID
- ELIGIBILITY REQUIREMENTS:
- To secure Federal loans, you must be registered at least half-time with six (6) or more credit hours in a degree-bearing program. (If you are registered for less than six hours or are a non-matriculated student, you may still qualify for a bank loan; contact Warner’s representative in the Financial Aid Office at 585.275.3226 for assistance.) See Full-Time/Half-Time/Part-Time Status for more information.
- If you are an international student, you cannot take advantage of Federal Student Loans.
- CHANGES IN REGISTRATION:
- If you register for more or less hours than you projected when you set up your loan package, you must notify the Financial Aid Office immediately. Failure to do so will prevent loans from disbursing to your account.
- If you drop a class or classes and fall below the hours required for eligibility, you are obligated to return any monies disbursed to you.
- If you drop out of class(es) after having attended a number of sessions, you should contact Financial Aid immediately. It may be that you will be able to retain a prorated amount of your loan monies.
- DEFERRALS: if you are registered for at least six (6) credit hours*, you may defer outstanding student loans until six (6) months beyond the last date you were registered. You can send or fax In-School Deferment Request Forms to the Warner Registrar (Warner School, P.O. Box 270425, Rochester, NY 14627-0425 ~or~ 585.473.7598) to complete for you.
- DISBURSEMENT OF FUNDS: Federal loan monies are disbursed in two installments rather than in one lump sum. If you are depending on loan funds to pay living expenses or the cost of books, you should discuss this with the Financial Aid Office when setting up your loan package.
- QUESTIONS / PROBLEMS: call Warner's representative in the Financial Aid Office at 585.275.3226.
* some bank loans allow student to defer with less than six (6) hours
RECEIPT or PROOF of TUITION PAYMENT (see Receipt for Payment under BILLING)
STUDENT SERVICES CONTACT INFORMATION
Contact information for Student Services staff is available here.
TRANSCRIPTS
- Transcripts are available free of charge through the University Registrar’s Office, not just after graduation, but at any time in your academic career at Warner. You may use UR Access Plus (see UR Access Plus) to request transcripts online.
TUITION and FEES
- RATE INCREASES:
- Tuition rates increase each summer and remain in effect through the following spring.
- Normally the increase is 4% per credit hour per year.
- TUITION, FEE & REFUND SCHEDULE: The Tuition, fee, and refund schedule is available here.
- Note that if you wish to drop a class after it has begun, you may do so without penalty before the 3rd class period for all but one credit hour classes; one-hour classes must be dropped before the 2nd class period, at the latest.
- Simply discontinuing attending class does not constitute dropping the class; only when the Registrar receives your completed Drop/Add Form (or you have dropped the class online) are you officially withdrawn from the class.
UR ACCESS PLUS
- You need your URID and a PIN to use UR Access Plus (see ID Numbers & Card)
- YOUR WINDOW on the UR DATABASE—ISIS; you can:
- Check grades online
- Access financial accounts and holds on account
- Check loan application status
- Confirm registrations
- Print Academic History or Grade Report with your name on it
- Request Enrollment/Degree Verification
- Request transcripts (from 1986 to present)
Important notice re: taxation for University of Rochester faculty and staff enrolled in Graduate Courses
For taxable tuition assistance benefits received under the Tuition Benefits Plan, applicable Federal and State income taxes and FICA taxes (approximately 42.42% of the taxable tuition amount) will be deducted from your paycheck when the waiver is approved. In addition, the taxable income will be reflected on your W-2 for the calendar year when the actual tuition benefit is posted to your student account. If you wish to manually calculate how much tax will be withheld from your paycheck(s), please see the Graduate Tuition Assistance Benefits Taxation Worksheet available online at www.rochester.edu/benefits/tuition. (Ordinarily, employer-provided graduate tuition assistance benefits that exceed $5,250 are taxable wages, while benefits up to $5,250 are not taxable. However, certain job-related education is not taxable over $5,250. Please visit www.rochester.edu/benefits/tuition for detailed information including a flow chart that may assist you in determining whether graduate tuition assistance benefits are taxable.)
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